Guides Decision Recording.
Democracy needs decisions that people affected can understand, contest and revisit.
The idea is simple: when you make a decision, get it in writing so that everyone knows what it is. This means that those in the room can be accountable, and those not present know what happened.
In practice, getting the words right takes some effort, but its a skill we can all learn.
μ.democracy starts with writing decisions down.
Process.
To begin, start with a relatively easy decision. When you feel more confident, move on to more complex or emotionally charged decisions.
There are 4 questions to answer to be able to record a decision clearly so that it is useful now and in the future.
- What was decided?
- Why?
- What were the options?
- When to revisit?
How to do this in a meeting.
Read it back immediately
Once these elements have been recorded, read it back to the group to confirm accuracy. The decision answers can be amended until there is agreement.
What to record.
The decisions that you record should all follow the same format. This is helpful when you want to compare decisions or update a previous decision.
| Question | What to write |
|---|---|
| What was decided? | One clear sentence, called the "Resolution", written in the active voice. Eg We agree/we will/we decide… |
| Why? | What made this the right choice at this moment? If you are not certain, do you know enough to try? Include key evidence. |
| What were the options? | The option (s) that had genuine support. |
| When to revisit? | How will we know if this isn't working? And if it is working, how will we know when it has done enough? Be specific: describe the conditions for both. |
Example.
A decision record for a community group deciding how often to meet.
| Question | What to write |
|---|---|
| What was decided? | We will meet monthly on the first Sunday with a brief written summary sent to all members within 48 hours. |
| Why? | Monthly is frequent enough to address decisions in time and infrequent enough that attendance is sustainable. The written summary addresses the concerns of 3 members who work weekends. |
| What were the options? | Fortnightly, rejected as unsustainable for working members. Quarterly, rejected as too slow for timely decisions |
| When to revisit? | If attendance drops below 3 members for 2 consecutive meetings or a time-sensitive decision is delayed because we couldn't meet in time. If neither happens for six months, we stop reviewing it and treat monthly as settled. |
What makes this example work.
What was decided
Specific enough to act on - it names the frequency, the day, and the summary requirement.
Why?
This records two separate concerns - timing and accessibility - which gives the group two things to test.
What were the options
These are genuine alternatives. Both fortnightly and quarterly had real advocates. The rejection reasons are specific.
When to revisit
Revisit is condition-based and linked to the 'why'. If attendance drops (testing sustainability) or a decision gets delayed (testing timeliness), the record tells you exactly why the trigger matters. It also says when the review itself can stop: six months without either trigger means the question is settled, not forgotten.
Things to watch out for.
A decision log is a living tool, not an archive
If a review trigger is met (e.g., attendance drops), you must review it and see if it needs a revisit.
Over-recording
You don't need to use this four-question format for minor, operational details (like who is buying the biscuits for the next meeting). Save it for choices that change your direction, spend significant money, or affect how people work together.
Letting one person hold the keys
Even if one person does most of the typing, the log belongs to the whole group. Make sure everyone knows how to access it independently so transparency is maintained.
Storing your decisions
The decisions made should be stored where everyone relevant can review them. This could be a print out stored in a filing cabinet or shared notice board or a shared folder on the internet.
Small democracy is something for us to learn together. If you have used our guides, have comments, feedback or would like more, get in touch and join our community.
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Assign a scribe:
Decide who will type or write the decision record before the discussion begins. It doesn't always have to be the group leader.